Microsoft Office Access 2003 Training

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Microsoft Office Access 2003 Training
Your STS, Tom Redd, presents

• Introduction to security

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Course contents

• Overview Take steps to protect your data
• Lesson 1 Viruses, dangerous code, and the macro
  security level
• Lesson 2 Access sandbox mode
• Lesson 3 Working with digitally signed files

One lesson includes a list of suggested tasks,
and all have a set of test questions.
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Overview Take steps to protect your data

• Help protect your data and your computer from
  intruders, corruption, and loss. Start by using
  antivirus software. Also

• Choose an appropriate macro security level.

• Enable an important Microsoft Office Access
  environment called sandbox mode.

• And work with digitally signed files.

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Course goals

• Change the Access macro security level and
  options to the settings that work best for you.
• Understand the security warning messages you'll
  encounter in Access and how to work with them to
  help protect your data.
• Install and enable sandbox mode, and see how it
  helps you work more safely in Access.

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Lesson 1

• Viruses, dangerous code, macro security levels

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Viruses, dangerous code, macro security levels

• Whether you are a home user or part of a large
  organization, losing your data or suffering from
  computer downtime can cost you valuable time and
  money.
• Learn about potential security risks and how to
  help prevent them.

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Viruses, dangerous code, macro security levels

• Running antivirus software and being careful
  about which files you open can help protect you.

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Viruses, dangerous code, macro security levels

• Your database or computer can be attacked or
  damaged by many sources

• Viruses attached to files and e-mail messages
• Files downloaded from the Web
• Network worms
• Programming code that uses commands available
  inside Access

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About viruses and dangerous code

• Viruses are destructive programs that can act as
  program files, or attach themselves to
  innocent-looking files and corrupt them.

Viruses and dangerous code have many sources.
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About viruses and dangerous code

• Computer viruses and malicious (destructive) code
  can corrupt your data or even take control of
  your computer.

Viruses and dangerous code have many sources.
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About viruses and dangerous code

• Antivirus software can help detect viruses and
  stop them in their tracks before they can run.
  But you need to work as a team with your
  antivirus program to achieve the best results

• Keep your antivirus software up to date.
• Manually scan downloaded files.
• Be careful about which files you open or run.

Viruses and dangerous code have many sources.
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About viruses and dangerous code

• Dangerous code is not necessarily a virus, but
  can consist of powerful commands that may exist
  in an Access file you open in its objects (such
  as queries, forms, reports, and macros) or in its
  Microsoft Visual Basic for Applications (VBA)
  modules.

Viruses and dangerous code have many sources.
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About viruses and dangerous code

• You can prevent some potentially dangerous code
  from running by running Access in sandbox mode,
  which is strongly recommended.

Viruses and dangerous code have many sources.
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How the macro security levels work

• Access features three different macro security
  levels that control what happens when you first
  try to open a database file and what can then
  happen while you have that database open.
• These levels are

• High
• Medium
• Low

Security dialog box
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How the macro security levels work

• To set the macro security level in Access, click
  an option on the Security Level tab of the
  Security dialog box.

Security dialog box
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How the macro security levels work
The effect for each security level setting is as
follows

• At the High macro security level, you cannot open
  any file in Access unless it is digitally
  signed.

You get this message.
Security dialog box
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How the macro security levels work

• At the Medium macro security level, Access
  prompts you with a message when you first open a
  file.

This message warns you that the file could
contain code that might damage your computer or
data, and gives you the choice of opening the
file.
Security dialog box
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How the macro security levels work

• At the Low macro security level, you can open any
  database file in Access without being prompted.

We recommend that you never use the Low macro
security level.
Security dialog box
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More about the macro security level

• The macro security level for each Microsoft
  Office program is independent of all other Office
  programs.

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More about the macro security level

• Choose one of the three macro security levels
  that fits your work environment.

In Access, it is recommended that you choose
High.
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More about the macro security level

• If you need to work with unsigned files from
  other sources, you can use the Medium macro
  security level.

• Always examine such files and sources carefully
  before choosing to enable any macros.
• Change back to High when you no longer need to
  use the Medium level.

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More about the macro security level

• If you use only your own files in Access, you
  should self-sign these files and use the High
  macro security level.

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More about the macro security level

• We routinely use phrases such as help protect
  or probably feel safe because theres no such
  thing as absolute security.

But you can greatly decrease the chance of a
catastrophic security breach by doing the
following
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More about the macro security level

• Use common sense
• Run antivirus software
• Choose strong security options
• Work with digitally signed files

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If you dont see the Security command

• To change the macro security level in Access, use
  the Security command.

• On the Tools menu, select the Macro submenu.

The Security command, on the Macro submenu
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Suggestions for practice

• Change the macro security level to High.
• Change the macro security level to Medium.

Online practice (requires Access 2003)
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After you complete the practice

• We strongly recommend that you run Access at the
  High macro security level.
• After completing the practice, make sure that you
  set the macro security level to High. If you need
  to work with unsigned files from other sources,
  you can use the Medium macro security level to do
  that however, you should always examine such
  files and sources carefully before choosing to
  enable any macros, and change back to High when
  you no longer need to use the Medium macro
  security level. If you use only your own files in
  Access, you should self-sign your files and use
  the High macro security level.

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Test 1, question 1

• In Access, using the Low macro security level
  will protect you against (Pick one answer.)

• Dangerous code embedded in your VBA modules.
• Computer viruses infecting your database.
• Nothing.

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Test 1, question 1 Answer

• Nothing.

We strongly recommend that you avoid using the
Low security level in all cases.
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Test 1, question 2

• You change the macro security level in Access by
  (Pick one answer.)

• Clicking either OK or Cancel in the dialog box
  when you open a file.
• Setting the level in the Security dialog box.
• Selecting a startup option.

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Test 1, question 2 Answer

• Setting the level in the Security dialog box.

It's an option you set once then it's applied
every time you use Access.
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Test 1, question 3

• By using common sense, running antivirus
  software, choosing strong security options, and
  working with digitally signed files, you should
  feel completely secure when working in Access.
  (Pick one answer.)

• True.
• False.

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Test 1, question 3 Answer

• False.

By taking this course, you are on your way to
working more securely in Access, but absolute
security is never a certainty.
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Lesson 2

• Access sandbox mode

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Access sandbox mode

• For an additional layer of safety while working
  in Access, you can run the program in sandbox
  mode.
• Running in sandbox mode helps ensure that any
  potentially dangerous commands that could be run
  from an Access expression will be blocked.

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How sandbox mode protects your computer

• In Access, its possible to run dangerous VBA
  code in expressions strings of instructions
  that Access can use to perform operations on your
  database.

Sandbox mode protects against harmful commands
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How sandbox mode protects your computer
Potentially dangerous expressions can include
commands and properties that could

• Delete files
• Change file attributes
• Start other programs
• Change Access settings
• Change environment settings (such as the PATH
  statement)

Sandbox mode protects against harmful commands
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How sandbox mode protects your computer
Running Access in sandbox mode helps prevent
dangerous code from being run in expressions.
Sandbox mode protects against harmful commands
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The Jet 4.0 Service Pack 8 update

• To run Access in sandbox mode, first install the
  Service Pack 8 (SP8) update for Microsoft Jet
  4.0.
• Jet 4.0 is a program that Access uses behind the
  scenes for many of its operations, such as
  running queries and updates.

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The Jet 4.0 Service Pack 8 update

• Jet Database Engine 4.0 Service Pack 8 (SP8) is
  part of a critical Windows update.

To install the update

• On Microsoft.com, click Windows Update in the
  left column.
• Install all high-priority and critical Windows
  updates.

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The Jet 4.0 Service Pack 8 update

• Before you do this, determine if the Jet 4.0 SP8
  update is already installed on your computer.

• Look in the Add or Remove Programs section of
  Control Panel.
• If you have installed the Service Pack 2 (SP2)
  update for Windows XP, make sure that the Show
  updates check box is selected at the top of the
  Add or Remove Programs window.

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The Jet 4.0 Service Pack 8 update

• Before you do this, determine if the Jet 4.0 SP8
  update is already installed on your computer.

• If you find the Windows Hotfix KB837001 or
  KB829558, the Jet 4.0 SP8 update has been
  installed.

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The Jet 4.0 Service Pack 8 update

• Important Remember that this update to the Jet
  engine is a vital part of security in Access, and
  should be installed for every computer that runs
  Access.

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After you have installed the Jet update

• When you start Access for the first time after
  installing the Jet 4.0 SP8 update, and Access is
  set to either the Medium or High macro security
  level, you will see the message shown on the
  left.
• Click Yes to block unsafe expressions and run
  Access in sandbox mode.

Click Yes to block unsafe expressions.
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After you have installed the Jet update

• Assuming that you are running Access at the High
  or Medium macro security level, you're all set
  and you should not see any more messages about
  sandbox mode unless you change the macro security
  level and explicitly choose to allow blocked
  expressions.

Click Yes to block unsafe expressions.
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After you have installed the Jet update

• If your macro security level is set to Low, you
  won't be prompted about blocking unsafe
  expressions when you start Access for the first
  time after installing the Jet update.

Only when you change the macro security level to
Medium or High will you see the message shown on
the left. Change your macro security level to
Medium or High, and then click Yes to block
unsafe expressions.
Click Yes to block unsafe expressions.
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After you have installed the Jet update

• While this message does not actually mention
  "sandbox mode" at all, just understand that
  choosing to block unsafe expressions is sandbox
  mode.

By clicking Yes, you are choosing to block unsafe
expressions and therefore to run Access in
sandbox mode.
Click Yes to block unsafe expressions.
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Test 2, question 1

• Sandbox mode can best be described as an
  environment where (Pick one answer.)

• Access and other Office programs can work safely
  with each other.
• Interaction between Access and any other Office
  program is not allowed.
• Certain potentially dangerous commands cannot be
  run from Access.

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Test 2, question 1 Answer

• Certain potentially dangerous commands cannot be
  run from Access.

Sandbox mode prevents certain potentially
destructive commands from running in Access.
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Test 2, question 2

• Sandbox mode is related to the macro security
  level in the following way (Pick one answer.)

• There is a one-to-one correspondence between the
  state of sandbox mode and the macro security
  level.
• Changing the macro security level lets you decide
  whether sandbox mode is enabled.
• If your macro security level is set to High,
  sandbox mode must be enabled.

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Test 2, question 2 Answer

• Changing the macro security level lets you decide
  whether sandbox mode is enabled.

When you change the macro security level from Low
to either Medium or High, Access will ask you if
you want to block unsafe expressions by running
Access in sandbox mode.
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Test 2, question 3

• Running Access in sandbox mode will prevent
  (Pick one answer.)

• Many dangerous commands from running in
  expressions.
• Many dangerous macro commands from running.
• Dangerous VBA code from running.

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Test 2, question 3 Answer

• Many dangerous commands from running in
  expressions.

For example, you can't delete files, format your
hard disk drive, or rename folders.
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Lesson 3

• Working with digitally signed files

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Working with digitally signed files

• Wondering which data you can trust? Wondering how
  you can verify the integrity of the files that
  you open?
• Working only with digitally signed files is a
  good practice that can help protect your database
  environment.

A digital signature helps assure who originated
and signed that file.
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About digital signatures and trusted publishers

• Digital signatures can be issued by a
  certificate authority.
• A certificate authority is a third-party
  organization that issues certificates used to
  digitally sign files.

Digital certificate Can you trust it?
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About digital signatures and trusted publishers

• You can also create digital certificates for your
  own use or for use within a small, closely
  trusted group.

These are called self-signed certificates.
Digital certificate Can you trust it?
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About digital signatures and trusted publishers

• When you explicitly trust a particular signer of
  files, you can add that person or company to your
  computer as a trusted publisher.

A trusted publisher is someone who is known by
you or by your company to be reputable.
Digital certificate Can you trust it?
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About digital signatures and trusted publishers

• Although an entity (such as a software company or
  a consultant) may have a digital certificate from
  a certificate authority, that certificate means
  nothing until you do one of the following

Digital certificate Can you trust it?
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About digital signatures and trusted publishers

• Open the file (Medium macro security level).

• Or
• Add the owner of that certificate to the list of
  trusted publishers on your computer (High or
  Medium macro security level).

Digital certificate Can you trust it?
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Digital signatures and macro security level

• Consider two major factors when deciding whether
  to accept a digitally signed file

• The macro security level setting in Access
• What actions you will take when you open the file

Access warning, Medium macro security level
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Digital signatures and macro security level

• At the Medium macro security level, when you open
  a digitally signed file for the first time, you
  can either

• Click Open, and open that file right away.
• Or
• Permanently add its signer to your list of
  trusted publishers.

Access warning, Medium macro security level
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Digital signatures and macro security level

• At the High macro security level, things are
  buttoned down a bit more tightly

• To be opened, any file must be digitally signed
  (no exceptions).
• You must accept the digital signature and
  permanently add its signer to your list of
  trusted publishers.

Access warning, High macro security level
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Digital signatures and macro security level

• In Access, unlike most other Office programs, you
  can't open a file that has no digital signature
  at the High macro security level.

Its different in Microsoft Excel and Word.
Access warning, High macro security level
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Digital signatures and macro security level

• You can verify the authenticity of a digital
  signature by inspecting its certificate through
  your Web browser.

The unsigned file warning, High macro security
level
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Summing it up The safer, the better

• In general, when you receive a digitally signed
  file from a trusted entity, you can feel
  reasonably confident the file is safe.
• This is primarily due to two things

Has this Access file lost its digital signature,
or has it never been signed?
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Summing it up The safer, the better

• To digitally sign a file, you must have what is
  known as the "private key" for the signature
  the private key allows you to add its unique
  signature to a file.

• Thus, if someone without the private key changes
  a signed file by making potentially dangerous
  changes, the digital signature will become
  invalid and will be removed from the file.

Has this Access file lost its digital signature,
or has it never been signed?
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Summing it up The safer, the better

• Caution At the Medium macro security level in
  Access, when you open a digitally signed file
  that has lost its signature, the standard
  security warning message for the Medium level
  displays (see the picture at left), as if the
  file had never been signed at all.

Has this Access file lost its digital signature,
or has it never been signed?
Exercise great care when you consider opening any
file that's not signed.
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Summing it up The safer, the better

• Before you open a file that has lost its
  signature, you should exercise extreme caution.
  You can

• Run a virus scan
• Notify the publisher that the signature for the
  file is no longer valid
• Or
• Retrieve a backup version of the file

Has this Access file lost its digital signature,
or has it never been signed?
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Summing it up The safer, the better

• In summary, at the Medium and High macro security
  levels, when you open a file that has a digital
  signature from a trusted publisher, you wont be
  prompted with any security warnings.

Has this Access file lost its digital signature,
or has it never been signed?
If you do see a warning, this indicates the file
may have been changed by an unauthorized party or
is corrupted.
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Summing it up The safer, the better

• It is recommended that you operate at the High
  macro security level.

If you need to work with unsigned files from
other sources, you can use the Medium macro
security level to do that.
Has this Access file lost its digital signature,
or has it never been signed?
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Summing it up The safer, the better

• At the Medium macro security level, when you open
  a file with a signature that you have not yet
  added as a trusted publisher, the warning message
  from Access should cause you to think about which
  files you can trust.

Has this Access file lost its digital signature,
or has it never been signed?
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Test 3, question 1

• Which of the following is true about opening
  files in Access? (Pick one answer.)

• You can open all files by clearing the Only open
  files from the trusted publishers list check box.
  
• You can selectively open a digitally signed file
  by adding the file to the trusted publishers
  list.
• You can open only digitally signed files from a
  trusted publisher at the High macro security
  level.

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Test 3, question 1 Answer

• You can open only digitally signed files from a
  trusted publisher at the High macro security
  level.

We strongly recommend that you work in Access at
the High macro security level.
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Test 3, question 2

• To selectively open digitally signed files, you
  would (Pick one answer.)

• Run Access at the High macro security level after
  adding the files signer as a trusted publisher.
• Run Access at the Medium macro security level,
  but not add the file's signer as a trusted
  publisher.
• Run Access at the Medium macro security level
  after adding the files signer as a trusted
  publisher.

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Test 3, question 2 Answer

• Run Access at the Medium macro security level,
  but not add the file's signer as a trusted
  publisher.

Although the High macro security level is the
most secure, the Medium level does allow you more
flexibility about which files to open.
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Test 3, question 3

• One reason why you might want to work only with
  digitally signed files is (Pick one answer.)

• You can choose to run Access safely at the Low
  macro security level.
• You can choose to run Access at the High macro
  security level, where a digital signature is
  required to open any file.
• You can have complete confidence that all
  digitally signed files are safe.

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Test 3, question 3 Answer

• You can choose to run Access at the High macro
  security level, where a digital signature is
  required to open any file.

Working in Access at the High macro security
level and requiring digital signatures help make
your computer and your database files more secure.
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Test 3, question 4

• When code in a digitally signed file is changed
  by a user without the private key (Pick one
  answer.)

• Access warns the next user who opens the file
  that it has been changed by an unauthorized user.
  
• Access wont open the file until it is re-signed.
  
• Access removes the signature from the file, and
  you can't open it at the High macro security
  level.

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Test 3, question 4 Answer

• Access removes the signature from the file, and
  you cant open it at the High macro security
  level.

In addition, at any macro security level, Access
treats the file as if it was never signed.
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Quick Reference Card

• For a summary of the tasks covered in this
  course, view the Quick Reference Card.

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